Email System
How GST Bill sends invoice emails — ZeptoMail delivery, PDF attachments, custom email templates, and delivery tracking for Pro users
Table of Contents
Email System
GST Bill lets you send invoices directly to customers from within the app. Emails are delivered via ZeptoMail (by Zoho) — a transactional email service that ensures high deliverability and inbox placement.
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Sending an Invoice by Email
1. Open any invoice (from the Invoices list) 2. Click the Send Email button 3. Confirm the recipient email address (auto-filled from the customer record) 4. Click Send
The customer will receive an email with:
- A professional message referencing the invoice number and amount
- The invoice attached as a PDF
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What the Customer Receives
The invoice email includes:
- Your company name in the sender line
- Invoice number, date, and total amount in the email body
- A PDF attachment of the full GST-compliant invoice
- Your company contact details in the footer
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Email Templates
You can customise the email message that goes out with invoices.
1. Go to Email Templates in the top navigation
2. Select the template type (e.g. Invoice, Recurring Invoice)
3. Edit the subject line and body text
4. Save your changes {customer_name}— the customer's name{invoice_number}— the invoice number{invoice_date}— the invoice date{total_amount}— the grand total{company_name}— your company name{due_date}— the invoice due date (if set)---
Email Delivery
Emails are sent via ZeptoMail, Zoho's transactional email service. This provides:
- High inbox delivery rates (avoids spam folders)
- Branded sender address (
admin@gst-bill.comor your configured address) - Reliable delivery even at volume
> If your customer doesn't receive the invoice email, ask them to check their spam/junk folder and whitelist your sender address.
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Email Event Logs (Pro)
Pro plan users can see the full delivery status of every invoice email:
1. Go to Invoices → Invoice Events
2. Filter by email events - When the email was sent
- Whether it was delivered
- Whether it was opened
- Any bounces or delivery failures
This helps you follow up on undelivered invoices and know when a customer has seen your invoice.
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Frequently Asked Questions
Q: Can I send to multiple email addresses?
Currently each customer has one email address. For multiple recipients, you can download the PDF and send it manually via your own email client. - Trial: Up to 50 emails per month
- Regular: Unlimited
- Pro: Unlimited
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📧 Need help? Contact support: admin@gst-bill.com
> Pro users can create and manage custom templates per invoice type.
Available template variables:
You can see:
Q: The customer says they didn't receive the email — what should I do? 1. Ask them to check spam/junk folder 2. Verify their email address in the customer record 3. Re-send the invoice from within the app 4. If still failing, contact support
Q: Can I CC myself on invoice emails? Automatic CC is not currently available. You can forward the invoice PDF from your own inbox if needed.
Q: Can I send emails in the customer's language? The email template language follows the app's active language setting. Multilingual template support is planned for a future update.
Q: Is there a limit to how many invoice emails I can send?